Run OCR, keep the original scan, and test a known phrase before trusting the document to search.

Put it into practice

Start with a few familiar references. Run OCR, keep the original scan, and test a known phrase before trusting the document to search. If you still cannot find what you need, change the rule and try again.

Work through one real item

Work through one real item

  1. Step 1

    Write down the clue you actually remember.

  2. Step 2

    Search with one distinctive term.

  3. Step 3

    Inspect the first results before adding filters.

  4. Step 4

    Record why a known item was missed.

Try these steps with your own files. Keep the ones that help you find a reference or decide what to do with it.

What the source supports

Choose what to do

Choose the first search route
What you rememberStart withThen add
What to tryRun OCR, keep the original scan, and test a known phrase before trusting the document to search.Record whether the item stays, changes, or goes, and why.
Exact wordsFull-text searchFormat or source
Only the ideaSemantic searchDate or project
The surrounding eventContext filterPerson or place

Check the result

When to use another approach

Sources reviewed

  1. Searching to Eliminate Personal Information ManagementMicrosoft Research · January 2006 · 2026-08-23

    Search can reduce filing work when retrieval uses remembered context and content.

  2. Keeping Found Things Found on the WebMicrosoft Research · November 2001 · 2026-08-23

    Observed methods people use to keep web information and the value of preserving reminders and context.

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